Catalog Department Information
The Catalog Department provides a foundation for the public service
mission of Irvine Sullivan Ingram Library by creating intellectual and
physical access to the materials and resources obtained to support the
instructional, research, and public service programs of the University.
Intellectual access is provided by creating and maintaining bibliographic
and holdings records for materials in all formats, following nationally
accepted standards. These activities also contribute to state, national,
and international resource sharing efforts, which benefit our users on a
Materials are organized, through labeling and inventory control, into
subject, reference, and special collections in accordance with standard
classification schemes and local needs. The Catalog Department processes
all materials, except for periodicals, newspapers, some materials in
Special Collections, and federal publications received through the
To support the primary mission, the staff must keep up-to-date with
current technologies, cataloging rules and standards, and resources
necessary for the effective support, access, and utilization of
information resources; strive to improve efficiency and timeliness of
operations; and cooperate with public services and other technical service
areas to promote a user-friendly environment.
1. Machine-readable records are created and added to the online catalog
using OCLC, a bibliographic database. The Library complies with the
contractural agreement with OCLC, which was negotiated for libraries in
the southeast by the Southeastern Library Network (SOLINET), of which West
Georgia was a charter member. Catalogers, as well as staff in
Acquisitions and Inter-Library Loan, follow OCLC policies and procedures
for entering, accessing and using database records. Catalogers use their
"Bibliographic Input Standards" for guidelines for entering "new" records
into the database. OCLC's manual is used in conjunction with other
national standards for entering and editing bibliographic data -
Anglo-American Cataloging Rules (AACR2) and MARC21 Format for
Bibliographic Data. The staff also use other instructions from
Library of Congress, OCLC, and SOLINET.
2. Ingram Library uses standard classification schemes for the majority
of the collections. The Library of Congress scheme is used for materials
in the circulating collection, Reference collection, microforms, and maps.
The Superintendent of Documents classification scheme is used for federal
publications received through the depository program. Locally derived
schemes are used for periodicals, some materials in Special Collections,
and juvenile materials. Microforms and fiction classed with local schemes
are being re-classified into Library of Congress.
3. For resource sharing and creation of links to holdings in some
electronic periodical indexes, the library participates in the Georgia
Online Database (GOLD) and follows GOLD guidelines, as well as those of OCLC, for creating union list records for
serials. Creation of holdings is based on ANSI/NISO Z39.71-1999
4. All libraries in the University System of Georgia now use Endeavor's
Voyager system, and all catalogs are called GIL (GALILEO Interconnected
Libraries). Catalogers follow Endeavor's procedures for importing
records, editing, creating holdings records, and creating item records.
For holdings, the ANSI standard and MARC21 Format for Holdings
Data are used.
5. To assist in maintaining accurate name and subject headings, for
consistency in searching by users, the University System is providing
on-going authority control from MARCIVE, Inc. To maintain consistency in
all GIL catalogs and the union catalog, staff must follow procedures to
deal with the weekly reports and the Monthly Notification Service.
6. The Catalog Department processes for shelving all materials, except
periodicals, newspapers, most material in Special Collections, and federal
7. When materials are withdrawn, statistics (number of titles and
volumes) are recorded and submitted monthly. If the item is the only
copy or volume held, holdings are removed on OCLC and records are removed
from the online catalog. If an order record is attached, the item
record[s] is deleted, and the holdings record and bibliographic record are
suppressed. If a duplicate copy or volume is withdrawn, the item is
deleted in the online catalog and holdings records are modified or
deleted. The materials are stamped "discarded" before removal.
8. If an item has been missing for five years and is the only copy, the
item may be withdrawn. The Acquisitions Department would have already
replaced the item if available. The Circulation Department is responsible
for determining that an item is missing.
9. The Circulation Department is responsible for determining that an item
is "lost". The item remains charged out to the patron. These items are
not routinely withdrawn from the online catalog by the Catalog Department.
Vacant, Head of the Catalog Department
Yumi Heo Alberg, Cataloger
Judith King, Library Assistant